Are all staff familiar (by tour, not map) with location of a copy of this plan, the location and use of numbers 1-36 above, thermostats, regular exits, fire exits, fire extinguishers, flashlights, radio, and civil defense shelter?

E. Additional Sources of Emergency Equipment and Supplies

Item

Supplier

Phone

Wet vacuum

___________________________

___________

Sand bags

___________________________

___________

Portable dehumidifiers

___________________________

___________

Portable electric fans

___________________________

___________

Portable generator

___________________________

__________

Portable pump

___________________________

___________

Refrigerator trucks

___________________________

___________

Nearest off-site phone

___________________________

___________

Nearest CB radio

___________________________

___________

Portable lighting

___________________________

___________

Extension cords (50ft., grounded)

___________________________

___________

Metal book trucks

___________________________

___________

Plastic (milk) crates

___________________________

___________

Sturdy boxes

___________________________

___________

Heavy plastic sheeting

___________________________

___________

Plastic garbage bags

___________________________

___________

Polyethylene bags (various sizes)

___________________________

___________

Freezer or waxed paper

___________________________

___________

Dry ice

___________________________

___________

Drying space

___________________________

___________

Portable tables

___________________________

___________

Absorbent paper (blank newsprint, blotter, etc.)

___________________________

___________

Paper towels

___________________________

___________

Plastic buckets and trash cans

___________________________

___________

Water hoses with spray nozzles

___________________________

___________

Brooms and dustpans

___________________________

___________

Mops, buckets, sponges

___________________________

___________

Monofilament nylon (fishing) line

___________________________

___________

Hard hats

___________________________

___________

Rubber boots

___________________________

___________

Rubber and/or plastic aprons

___________________________

___________

Gloves (rubber/leather)

___________________________

___________

Protective masks/glasses

___________________________

___________

Photographic equipment/supplies

___________________________

___________

Portable toilets

___________________________

___________

Construction materials (wood, screws, nails)

___________________________

___________

Ladders

___________________________

___________

Extra security personnel

___________________________

___________

Other

___________________________

___________

F. Daily Upkeep Checklist

The following should be checked during opening and closing procedures, and included in overnight security patrols.

Y

N

Keys are secure and accounted for

_____

_____

Vaults and safes are secured

_____

_____

Doors that are supposed to be locked are locked

_____

_____

Evidence of tampering with locks or access points

_____

_____

Evidence of tampering with major utilities

_____

_____

Anyone hiding in the building

_____

_____

Central panels or local monitors for trouble indicators

_____

_____

Doorbells, buzzers, intercom are working

_____

_____

Lights are working (including emergency lighting)

_____

_____

Surveillance equipment is operating

_____

_____

Alarms are armed or disarmed as required

_____

_____

Equipment is operating properly

HVAC Water tanks Pumps Special equipment

_____ _____ _____ _____

_____ _____ _____ _____

Unusual or off-hours activity

_____

_____

Construction/renovation areas

_____

_____

Unusual smells or sounds

_____

_____

Evidence of water leakage (walls, ceilings, floors)

_____

_____

Known problem areas

_____

_____

Refrigerators and freezers are plugged in and operating

_____

_____

Small appliances are unplugged

_____

_____

Sinks and toilets are in working order

_____

_____

G. Weekly Upkeep Checklist

Y

N

Emergency numbers are posted near every telephone

_____

_____

Fire extinguishers are updated and operable

_____

_____

Smoke and/or heat detectors are operable

_____

_____

Sprinkler system is operable

_____

_____

Water detectors are operable

_____

_____

Halon or other fire suppression system is operable

_____

_____

Fire alarms are operable

_____

_____

Internal detection devices are in working order

_____

_____

Internal alarms are in working order

_____

_____

External detection devices are in working order

_____

_____

External alarms are in working order

_____

_____

Back-up systems have been tested

Emergency lights Power Alarm panels

_____ _____ _____

_____ _____ _____

Incident reports have been reviewed

_____

_____

All keys are accounted for

_____

_____

Flashlights are operable (one in each dept., public desk, and civil defense shelter)

_____

_____

Transistor radio is operable

_____

_____

H. Other Emergency Issues

Date of last fire drill: ______________

Frequency:_________

Required? (Y/N)

Next scheduled date:________

Date of last inspection by local fire department: _________

Frequency: _________

Required? (Y/N)

Next scheduled date: ________

Date of last civil defense drill: _________

Frequency: _________

Required? (Y/N)

Next scheduled date: ________

Date of last analysis/update of insurance coverage

Frequency: _________

Required? (Y/N)

Next scheduled date: ________

Photographs of interior and exterior stored off-site? (Y/N)

Frequency: _________

Required? (Y/N)

Next scheduled date: ________

Is there an off-site record (microform, computer tape) of the collection? (Y/N)

Frequency of update: ________________________________

Location: _________________________________________

(Insert copies of last inventory report and insurance policies here)

I. Salvage Priorities

Compile a list of items that should be salvaged first following a disaster for each department, area, and/or office. Keep these considerations in mind when setting priorities.

Is the item critical for ongoing operations of the institution?

Can the item be replaced?

Would the cost of replacement be more or less than the cost of restoring the object? (Replacement cost figures should include ordering, cataloging, shipping, etc. in addition to the purchase price.)

Is the item available in another format, or in another collection?

Does the item have a high or low collection priority?

Does the item require immediate attention because of its composition (coated paper, vellum, water-soluble inks)?

J. Procedures

Compile and attach a detailed list of procedures to be followed in case of disaster. These should accommodate your institution's particular needs and collections. Consult the NEDCC Preservation Leaflet "Emergency Management Bibliography" for sources of information.

Acknowledgements

This material is based on statewide disaster plans developed by the State Libraries of Wyoming and Iowa, and "Guidelines for Protecting Your Organization’s Memory From Disaster," by H. Holland, Provincial Archives New Brunswick, and is used with their kind permission.